Senior Administrative Assistant

Varian Medical Systems, Inc. • Palo Alto, CA 94306

Posted 3 weeks ago

Job Description

Job Description

Varian is seeking an Administrative Assistant for a position supporting the global User Experience group in Oncology Software Solutions (OSS) in Palo Alto, California. This position will provide administrative support to the User Experience Senior Director and team. Responsibilities include scheduling and supporting meetings; ordering and managing office supplies; maintaining office equipment and specialized design software licenses; maintaining team rosters and organization charts; arranging travel and processing expense reports; assisting in the preparation of briefing materials; and supporting new employee onboarding. Candidate must be a motivated self-starter who is able to perform duties with little or no supervision.

Key Responsibilities and Accountabilities:

* Provide dedicated administrative support in a professional, confidential and organized manner

* Maintain calendars and schedule both on and off-site meetings

* Monitor email and phone calls; proactively respond to and/or coordinate issues when possible

* Maintain and update distribution and contact lists

* Organize and maintain UX department files, both electronic and hard copies

* Arrange travel and process expense reports

* Prepare, process, and archive usability vendor contracts, POs, and invoices

* Support recruiting customers for UX research activities such as focus groups and usability studies. This includes preparing contracts, processing/tracking check requests and logistics (e.g., travel, lodging, expense reports etc.)

* Schedule and coordinate internal and external UX training classes

* Coordinate UX design sprints and design workshops and manage all logistics

* Order, process, and archive all UX specialized design software licenses

* Support the UX team with IT and facility related requests.

* Support on-boarding new UX employees. This includes scheduling and coordinating UX boot camps logistics

* Create customized actionable reports using advanced formulas or macros

* Work on special projects as necessary

* Maintain high level of integrity and professionalism in handling confidential material

* Ability to work proficiently and calmly under pressure situations

* Daily interaction with all cross-functional teams

Leadership Behavior

* Demonstrate highest integrity, maturity, professionalism, and respect for others, both internally (functional teams) and externally (customers)

* Must be strong team player and assist other department staff when necessary

* Ability to collaborate and work effectively in a diverse team environment.

* Willingness to learn and take on projects

* Ability to handle multiple changing priorities simultaneously n sometimes challenging situations and keeping management involved as needed

Job Requirements

* 6-8 years' experience Admin Support

* Associate Degree or equivalent experience.

* Detailed knowledge and experience in Microsoft Word, Power Point, Excel, Visio

* Advanced Excel experience, including creating pivot tables and metrics is a plus

* Experience with Varian administrative systems and processes, including SAP and Concur is preferred

* Ability to become proficient in multiple IT applications

* Experience in prioritizing work and multi-tasking. Strong sense of urgency

* Outstanding organizational and follow-up skills. Discretion with sensitive information

* Excellent written and verbal communication skills

* Possessing creative thinking and problem-solving skills

* Effective time management skills, ability to organize and prioritize work assignments, attention to detail

Preferred Job Qualifications:

* Bachelor's Degree is a plus.

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